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Request for Proposal
Project and Portfolio
Management (PPM) Solution
24 / 04 / 2018
This document is the property of Reserve Bank Information Technology Private
Limited (ReBIT). It may not be copied, distributed or recorded on any medium,
electronic or otherwise, without the ReBIT’s written permission thereof, except
for the purpose of responding to ReBIT for the said purpose. The use of the
contents of this document, even by the authorized personnel / agencies for any
purpose other than the purpose specified herein, is strictly prohibited and shall
amount to copyright violation and thus, shall be punishable under the Indian Law.
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Table of Contents
1 About ReBIT ......................................................................................................... 5
2 Disclaimer & Disclosures ..................................................................................... 5
3 Purpose of Document .......................................................................................... 6
4 RFP Timelines....................................................................................................... 7
5 Requirements for PPM Solution ............................................................................ 8
5.1 PPM Functional Requirements ....................................................................... 8
5.2 Hardware Requirements: ............................................................................. 13
5.3 External user login mechanism ................................................................... 13
5.4 User Experience ........................................................................................... 13
5.5 Resources .................................................................................................... 13
5.6 Training ....................................................................................................... 13
5.7 Security Requirements ................................................................................. 14
5.8 Warranty and Annual Maintenance Contract (AMC) support ....................... 17
5.9 Phase wise Deliverables............................................................................... 18
6 Scope of Services ............................................................................................... 19
6.1 Introduction................................................................................................. 19
6.2 Proposed Software Requirements ................................................................ 19
6.3 Customisation ............................................................................................. 19
6.4 Implementation ........................................................................................... 20
6.5 Testing ........................................................................................................ 20
6.6 Deployment & Roll out ................................................................................ 21
6.7 Post implementation ................................................................................... 21
7 General Instructions........................................................................................... 23
7.1 Inquiries and questions ............................................................................... 23
7.2 Submittal Instructions ................................................................................. 23
7.3 Pre-Qualification/Minimum Eligibility Criteria ............................................. 24
7.4 Terms and Conditions for Request for Proposal ......................................... 24
7.5 Confidential / Proprietary Information: ....................................................... 25
7.6 General Submission Requirements .............................................................. 26
7.7 Warranty and AMC pay-outs ........................................................................ 27
7.8 Taxes and Duties......................................................................................... 27
7.9 Subcontracting ............................................................................................ 27
7.10 Penalties for delay in implementation ...................................................... 27
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7.11 Period of validity of bids / Responses ...................................................... 28
7.12 Force Majeure .......................................................................................... 28
7.13 Arbitration................................................................................................ 28
7.14 Correction of Errors ................................................................................. 29
7.15 Limitation of liability ................................................................................ 29
7.16 Other Terms and Conditions .................................................................... 30
7.17 Payment Terms and Milestones ............................................................... 31
7.18 Earnest Money Deposit ............................................................................ 32
7.19 Performance Bank Guarantee ................................................................... 33
8 Method of selection ........................................................................................... 34
8.1 Technical Bid Evaluation Process ................................................................. 34
8.2 Scoring Methodology for Functional Requirements..................................... 35
8.2.1 Criticality of requirements .................................................................... 35
8.2.2 Response Options ................................................................................. 36
8.3 Scoring Methodology for Technical Solution ............................................... 38
8.4 Scoring Methodology for Reference Sites .................................................... 38
8.5 Scoring Methodology for Product Walkthrough........................................... 39
8.6 Scoring Methodology for Requirement Understanding, Approach and
Methodology ......................................................................................................... 40
8.6.1 Overview ............................................................................................... 40
8.6.2 Training ................................................................................................ 40
8.6.3 Project Management ............................................................................. 41
8.6.4 Consolidated Score in Technical Bid Evaluation .................................... 41
8.6.5 Disqualification Parameters in Technical Bid Evaluation ....................... 42
8.7 Commercial Bid Evaluation .......................................................................... 43
8.8 Techno Commercial Bid Evaluation ............................................................. 43
8.9 Commitments .............................................................................................. 44
8.10 RFP Revisions ........................................................................................... 44
8.11 Contract Award and Execution ................................................................. 45
8.12 Confidentiality .......................................................................................... 45
8.13 Ownership of documents, data and hardware ......................................... 46
8.14 Non-Disclosure Agreement ...................................................................... 46
9 Annexure ........................................................................................................... 47
9.1 Architecture ................................................................................................. 47
9.2 Disaster Recovery and Business Continuity Plan ......................................... 47
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9.3 Service Level Agreement ............................................................................. 47
9.4 Implementation ........................................................................................... 48
9.5 Training ....................................................................................................... 48
9.6 Technical Evaluation Checklist .................................................................... 48
9.7 Submission Checklist .................................................................................. 51
9.8 Commercial Bid Format ............................................................................... 52
9.9 Bidders Queries Proforma ........................................................................... 53
9.10 Technical Bid Form ................................................................................... 54
9.11 Deviation from RFP Statement ................................................................. 57
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1 About ReBIT
ReBIT has been set up by the Reserve Bank of India (RBI), to take care of the IT
requirements, including the cyber security needs of the Reserve Bank and its
regulated entities. ReBIT will act as a catalyst for innovation, big systems and new
ideas apart from having the capability to guide the regulated entities in the IT areas
of their operations as also for the RBI’s IT related functions and initiatives. Given the
need for inter-operability and cross-institutional cooperation, ReBIT will effectively
participate in setting up of standards to strengthen Reserve Bank’s role as regulator.
2 Disclaimer & Disclosures
Reserve Bank Information Technology Private Limited (ReBIT), Mumbai, has prepared
this document to give background information to the interested parties for participating
in the RFP process for “Project and Portfolio Management Solution”. While ReBIT has
taken due care in the preparation of this RFP document and believe it to be accurate,
neither ReBIT nor any of its authorities or agencies nor any of their respective officers,
employees, agents or advisors give any warranty or make any representations, express
or implied as to the completeness or accuracy of the information contained in this
document or any information which may be provided in association with it.
The information is not intended to be exhaustive. Interested parties are required to
make their own inquiries and respondents will be required to confirm in writing that
they have done so and they do not rely only on the information provided by ReBIT in
submitting the bid. The information is provided on the basis that it is non–binding on
ReBIT or any of its authorities or agencies or any of their respective officers, employees,
agents or advisors. ReBIT reserves the right to alter / increase / decrease the hardware
and software requirements as well as add/reduce locations, as the case may be to
meet ReBIT requirements at any point of time. ReBIT reserves the right not to proceed
with the Project or to change the configuration of the Project, to alter the time table
reflected in this document or to change the process or procedure to be applied. It also
reserves the right to decline to discuss the matter further with any party expressing
interest. No reimbursement of cost of any type will be paid to persons or entities
expressing interest. ReBIT reserves the right to accept or reject, in full or in part, any
or all the offers without assigning any reason whatsoever. ReBIT does not bind itself
to accept the lowest or any tender and reserves the right to reject all or any bid or
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cancel the Tender without assigning any reason whatsoever. ReBIT also has the right
to re-issue the Tender without the Vendors having the right to object to such reissue.
The proposal in response to RFP should be signed and submitted by a person duly
authorized to bind the bidder to the details submitted in the proposal. The signatory
should give a declaration and through authenticated documentary evidence establish
that he/she is empowered by the competent authority to sign the necessary documents
and bind the bidding. All pages of the bid documents are to be signed by the authorized
signatory.
3 Purpose of Document
The bidders desirous of taking up the project for supply of Project and Portfolio
Management (PPM) solution are invited to submit their proposals in response to this
RFP. The criteria and the actual process for evaluation of the responses to this RFP and
subsequent process for selection of the successful bidder will be entirely at ReBIT’s
discretion. This RFP seeks proposals from Bidders who have the necessary experience,
capability and expertise to provide ReBIT a PPM Solution as per ReBIT’s requirements
outlined in this RFP.
This RFP is not an offer by ReBIT, but an invitation to receive responses from the Bidders.
No contractual obligation shall arise from the RFP process unless and until a formal
contract is signed and executed by the duly authorized official(s) of ReBIT with the
selected Bidder.
ReBIT shall enter into a mutually agreeable contract with the Successful Bidder. The RFP
will be a part of the contract.
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4 RFP Timelines
The key timelines for this RFP are as below. In case of any change in below dates,
ReBIT will issue clarification note in website (or) Email to the registered participants.
Sr No Milestone Target End Date
1. Issue of RFP Document 24th
April 2018
2. Last date and time for receipt of mail queries for
clarification from bidders
2nd
May 2018 before 2:00
PM
3. Registration for Pre-Bid Meeting 2nd
May 2018 before 2:00
PM
4. Date and Time of Pre-Bid Meeting 3rd
May 2018 ,4:00 PM
5. Last date for issue of any Corrigendum-cum-
Addendum to the Bid Document
4th
May 2018
6. Date & Time of Final Submission of Technical &
Commercial Bids
11th
May 2018 before
5:00pm
7. Date and Time of Technical Bid Opening 11th
May 2018 before
5:30pm
8. Technical Presentation (POC) Before the
Committee
Between 15th
May 2018
and 21st
May 2018 (Will
be informed to
Authorised Signatory by
email)
9. Commercial Bid opening 22nd May 2018
10. Award Contract 28th
May 2018
Table 1 : RFP Timelines
Registration for Pre-Bid Meeting is mandatory. Only one representative from
each Bidder will be allowed to participate in the Pre-Bid Meeting.
Interested Bidders needs to register for Pre-Bid meeting by emailing to
[email protected] with “RFP for PPM Solution-Pre-Bid Registration” in
the subject line.
For the Technical Bid Presentation, the bidder should be available in a day’s
notice by email.
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5 Requirements for PPM Solution
ReBIT to evaluate, implement and maintain the Project and Portfolio Management
solution catering to the requirements mentioned below.
The purpose behind issuing this RFP is to invite pre-qualification, technical and
commercial bids from the eligible bidders and selection of bidder for the above
purpose.
5.1 PPM Functional Requirements
The PPM Solution should meet the following high-level functional requirements (but
not limited to):
1. Program Management
The solution should allow grouping of work into programs for aggregation and
analysis purposes. The programs should include:
i. Ideas
ii. Projects
iii. Program
iv. Products
v. Assets
vi. Applications
vii. Other work, and
viii. Services
The solution should have capability of managing interrelated projects and streamline
program level activities, cross project dependencies, track progress and collaborate
with team to manage project/ program level risk and issues.
2. Agile Methodology
The solution should have feature to create, manage and track projects using
Agile Methodology.
The solution should provide Sprint or Kanban Sheet/ Board for managing epics,
user stories, and tasks.
The solution should provide planning board for managing and planning
releases and Sprints.
The Solution should provide Sprint velocity, Release velocity and other agile
related metrics.
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3. Waterfall Methodology
The solution should provide feature to create, manage and track projects using
Waterfall Methodology.
The solution should have the capability to create work breakdown structure,
add dependencies and assign resources to manage work and track progress.
The solution should be able to track Milestones, Issues, Risks, Defects, and
Change Requests.
The solution should provide metrics such as Schedule and Effort metrics,
Planned vs Actuals Metrics and Earned Value Management.
The solution should have capability to configure and generate status reports.
Other desired features include project template creation, notifications and
escalations generation, audit trail and integration capabilities.
4. Time Reporting
The solution should provide timesheets to allow team members to track time
against project and non-project activities and it should also support workflow
approval.
The solution should provide multiple dashboard and reporting view on
resource allocations.
5. Issues & Risk Management
The solution should be able to provide a high level risk assessment as well as
detailed risk registry.
The solution should be capable enough to highlight issues and risks at the
portfolio, program and project level and should be able to track mitigation,
contingency and action plans.
It should have a Quantitative risk management feature.
6. Planning, Budgeting and Forecasting
The solution should provide provision to undertake Top - Down and Bottom -
Up IT budgeting exercise as per the frequency decided by ReBIT.
The system should provide the ability to allow user to enter budget or forecast
performance data under IT-CAPEX (Capital Expenses) and IT-OPEX (Operating
Expenses) categories.
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The solution should give provision to transfer budgets between
heads/subheads and also between departments (as per rules approved by
appropriate authority).
System should not allow any sanctions without availability of IT Budget and
any payments without approved sanctions.
7. Demand Management
The solution should provide framework to capture, classify, evaluate, and
resolve all sources of demand. Solution should provide following demand
classifications: Idea for a new product, service, or strategic initiative .
8. SLA Management
The solution should provide the framework to develop and automate business
processes based on requirements.
The solution should provide configurable SLA framework with the ability to
define SLA metrics, map them to workflows and set the goal values.
9. Vendor Management
The solution should have capability of capturing vendor details at organisation
and project level.
Solution should have capability to assign tasks and projects with vendor, track
vendor performance with required metrics, tracking of vendor related issues,
risks, action plans and escalations.
10. Business Intelligence & Reporting
The solution should provide out of box and customizable Reports and
Dashboards to provide visibility and decision support to proactively manage
projects, programs, and portfolios.
The solution should have capability to integrate with other third-party BI tools.
11. Quality Management
The Proposed system should able to define Quality Metrics at project level and
provide facility to manage projects in Metrics Based Management way.
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The solution should provide capabilities to Monitor Project wise KPI against
multiple metrics, enable enterprise wise standardize reporting that helps to
analyze project performance.
The solution should provide capability to configure KPI related performance
metrics.
12. Financial Management
The solution should support capturing of financial details at Project level.
These can include, Labour costs, Non-Labour costs, Travel and other
categories if any.
The solution should support configuration and generation of Planned vs
Actuals financial reports from the system and publishing of same to various
levels with proper access, roll-up and drill down capability.
13. Resource Management
The system should be capable enough to maintain resource details along with
their skills and costs.
Provision to allocate resources to projects based on parameters such as roles,
skills, strategy and availability, capability to generate resource utilization and
resource loading reports.
14. Schedule Management
The solution should help in creating detailed level program or project plans,
define the interdependencies within and across projects, effort estimation and
assign named resources or skill based resources.
Solution should offers features to drive critical path and do earned value
management.
15. Email Reporting, automatic alerts and reminders
The solution should have the capacity to configure email ids of users in the
system and trigger reports or notifications as per the business rules defined.
The contents of the notifications should be configurable as well.
The solution should provide notifications based on assignments or task for
upcoming task, delayed/ overdue assignment, task submission, approvals or
pending reviews.
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16. Idea Management
The solution should have idea management framework which includes features
such as idea submission, rating, assessments, discussions, prioritization,
evaluation and promoting ideas as proposals.
17. Additional functional requirements:
The Solution should offer integration with Microsoft Project Planner to import
and export tasks and manage them effectively
The solution should offer ready to use Project Template for different
methodology like Waterfall, Agile Methodology and ITIL adoption
Need based user access and user management module.
All the activities should be custom workflow based, according to the ReBIT
defined hierarchy for dataflow.
The application should be scalable as per future changes/requirements and
should be able to process business rules meticulously .
Provision to add and modify departments, projects, services and related details
(configurable templates) for IT budget planning, forecasting and chargeback
purposes.
The solution to be integrated/interfaced with ReBIT’s existing applications
without disrupting the existing landscape.
KPI driven Dashboards with graphical MIS & reports
(monthly/quarterly/annual) as per the ReBIT’s requirements, which can be
accessed and downloaded in various formats (word, excel, pdf, web browser)
and mobile /iPad compatible.
It should provide the ability to do slice and dice, drag and drop to analyze the
data.
There should be periodical forecasting, by examining historical data and
should be updated regularly with change in parameters or operations.
Provision to calculate the ROI of any IT Project/investment, with minimal
manual inputs (manual only where data is not available in any source systems).
Alerts, Customized notifications to the stakeholders and integration with
outlook.
Proposed Solution should be compatible with different browsers like Internet
Explorer, Google Chrome, Mozilla Firefox as well as device agnostic.
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5.2 Hardware Requirements:
The Bidder should provide the details of Infrastructure needs for this
deployment. It should be as detailed including OS, Hardware Configurations
etc.
The Bidder needs to submit the relevant 3rd
party licenses required for this
implementation as part of the technical Proposal.
5.3 External user login mechanism
The proposed solution should allow external person to login and submit their
efforts and track the project progress. The system should be secure and
should support this functionality.
The proposed solution must be able to integrate and work seamlessly on
different platforms and devices, such as Mobile and IPad.
5.4 User Experience
The Bidder shall be responsible for creating the UI/UX & Customer Journey
maps for the PPM Solution.
The Bidder shall create and design methodology/propositions that will
increase usability.
5.5 Resources
All the personnel deployed for implementation of the solution should be OEM
certified or should have sufficient levels of experience in implementing the
solution for various clients.
5.6 Training
Selected Bidder should provide training to ReBIT’s personnel as described below:
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The training should include the architecture, hardware, software, integration,
and customization, policy installation, troubleshooting reporting and other
aspects of the solution.
The Bidder should train ReBIT personnel for independent operation, creation
of policies/rules, generation of reports, and analysis of the reports,
Troubleshooting and familiarization of features and functionalities, policy
configuration, alert monitoring, etc. post implementation
The Bidder should prepare the end-user manuals, FAQs and Admin Manuals.
The Bidder should submit detailed course content and provisional agenda
along with the Bid.
5.7 Security Requirements
Provide security in compliance with ReBIT security requirements to protect the
confidentiality, integrity, and availability of the information systems
Develop, implement, maintain and use best in class industry proven
safeguards that prevents the misuse of information systems and appropriately
protect the confidentiality, integrity, and availability of information
systems. Follow industry standards like OWASP, CERT etc. during design and
development phase
Maintain a security plan that complies with industry accepted security
requirements. Security Plan should be embedded within the Project Plan &
approved by ReBIT Information Security Officer (ISO).
The solution proposed should be developed based on secure software coding
standards and OWASP Top ten vulnerabilities. Code should be developed as
per secure coding practices and peer reviewed (or through tool) to ensure the
same. Source code access should be authenticated and logged for authorized
users only which will ensure integrity and confidentiality of code
ReBIT will perform a security risk assessment of the proposed solution and any
risks identified should be remediated by the vendor at their own cost.
Static & Dynamic application security testing should be conducted by the
vendor. All gaps identified will be fixed by vendor prior to go-live. A
development manager of vendor must certify in writing to ReBIT that a security
review has been conducted and risks that are open is shared with ReBIT for
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acceptance before release of final code. The penetration testing report shall
be shared with ReBIT.
Vendor shall disclose the origin of all software components used in the product
including any open source or 3rd party licensed components.
Developer shall implement measures to protect the source code (if
development is done on their premises), ReBIT reserves the right to review the
measures.
ReBIT reserves the right to conduct further security testing of the system by
either ReBIT personnel or another party. Any gaps identified during this testing
will be fixed by vendor at their own cost.
The solution shall not be considered accepted until an independent review by
ReBIT is complete and all security issues have been closed or assigned to a
mutually agreed upon remediation roadmap.
Ensure access granted to any agent, including a vendor or subcontractor,
agrees to the same restrictions and conditions that apply through the
Agreement. These access levels ensures to implement reasonable and
appropriate safeguards to ensure the confidentiality, integrity, and availability
of the information systems.
Vendor will not copy any data obtained while performing services under this
RFP to any media, including hard drives, flash drives, or other electronic
device, other than as expressly approved by ReBIT
Standards Benchmark - To ensure that all parties have a common
understanding of any security issues uncovered, the independent organization
that conducts the VAPT shall provide vulnerability rating’s (preferably) based
on industry standards as defined by First’s Common Vulnerability Scoring
System (CVSS) and Mitre’s Common Weakness Enumeration (CWE)
Vendor should develop a disaster recovery plan for restoration of the system
in the event of a disaster or major incident. The Disaster Recovery Plan will be
tested prior to the go-live to verify DR readiness.
Ensure the promotion of the build to production environment is done in a
secure manner and the production environment is ready for the system go-
live.
The solution should have proper encryption and secure transmission of data
and information throughout the application.
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Two-factor authentication feature to login into application.
The solution can allow version maintenance of documents.
Information Security will be enforced when moving production data into non-
prod environments e.g. masking sensitive data during the cloning process etc.
Audits will be conducted by ReBIT to ensure security, any gaps identified will
be remediated by the vendors
Vendor should maintain audit logs for all monitoring and events according to
ReBIT policy and provide this information upon request. These audit logs must
be secure and stored as per defined retention policy
ReBIT will conduct static & dynamic application security testing for
major/moderate critical changes before production implementation. All gaps
identified will be fixed by vendor prior to go-live.
All exceptions to be documented and signed off by ReBIT personnel, as defined
in ReBIT policy
Additional guidelines would be provided based on the support scenario that’s
decided between vendor and ReBIT.
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5.8 Warranty and Annual Maintenance Contract (AMC)
support
The proposed bidder should support this application for a period of 3 years from the
date of operationalization of the system to the satisfaction of ReBIT.
1. The Bidder should have 1 onsite (Resident Engineer) Engineer supporting the
application as per ReBIT Working days
2. The resident engineer should have the following responsibilities and not
limited to
- To Manage Service, Incidents & Change Request as per ReBIT direction
- To update latest solution software, patches, hot fixes and service packs
at no cost to ReBIT.
- L2 and above support from OEM
- Replacement of failed hardware (if applicable) within 24hrs from the
time call is lodged.
- Comprehensive on-site support from bidder for day to day operational
issues as and when arises.
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5.9 Phase wise Deliverables
Milestone /Phase Deliverable
Issue of purchase order
Signing of Agreement
Requirements & Design
Phase
System Specification Document includes mapping of
system functionality to ReBIT’s processes.
Technical solution document with Solution Architecture,
security features and best practices to be followed
Implementation Phase
User and technical documentation including Installation,
Commissioning, Implementation, security check Manuals
Testing & Production
Deployment
SIT & UAT Test plans and test cases
SIT & UAT Test Results
Creation of training
content
Creation of Education
tutorials & Uploading on
Production Server
Content creation and upload (pdf, video – in English )
Training feedback from ReBIT Employees
Go-Live
Client Training Feedback from ReBIT Employees
PPM solution available for use for all stakeholders
Table 2 : Key Milestones
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6 Scope of Services
6.1 Introduction
Description of the envisaged scope of services is enumerated in the subsequent
sections.
1. Based on the contents of the RFP, the Bidder shall be required to propose a
solution, which is suitable for the organization, after taking into consideration
the effort estimated for implementation of the same and the resource
requirements.
2. The Bidder has to envisage all necessary services to be provided and ensure
the same is delivered.
3. ReBIT will not accept any plea of the Bidder at a later date for omission of
critical services on the pretext that the same was not explicitly mentioned in
the RFP.
6.2 Proposed Software Requirements
1. The Bidder should furnish a comprehensive list of the licenses (application and
support) that the Bidder proposes to use to implement the proposed solution
2. The licenses should not be restrictive in nature for example licensing based
on turnover, number of customers, etc.
6.3 Customisation
1. The Bidder shall suggest solution architecture and rollout sequence with a
detailed rationale for the same, ReBIT shall suggest changes to the same to
meet desired milestones.
2. The Bidder shall give a detailed documentation on the customization/
development in the software and customization required. The document
should contain both the technical and the functional details along with the
timeline of the customization required.
3. The document shall also cover product details, required configuration and the
customization required in PPM to meet ReBIT requirements.
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4. All gaps identified during the testing should be resolved by customizing/
developing the proposed solution by way of modifications/ enhancements, as
necessary to the Bidder's products with no extra commercial charge on ReBIT.
5. The Bidder should carry out all modifications, customization at no additional
cost. The customization effort is to be estimated and included within the scope
of the project by the Bidder in their technical and commercial proposals.
6. The Bidder should ensure that while applying software patches and in the
version migration, the developed/ customized software is also properly
migrated to such higher versions or extended versions. It is the Bidder’s
responsibility to ensure that any customization is compatible with upgraded
applications / modules.
6.4 Implementation
1. The rollout shall consist of implementing the proposed ReBIT application,
including the customizations and other solutions covered within the scope of
the project. It also includes relevant training to all users and submission of
manuals.
2. The Bidder for this purpose shall be responsible to set up the production
server.
3. The implementation phase shall be deemed as completed in all respects only
after
• All applications and services are implemented as per the intent of this RFP;
• All functionalities mentioned in this RFP have gone live; and
• All the related trainings are completed and post training assessment
carried out by the ReBIT
6.5 Testing
1. The bidder’s resources will be required onsite during the testing phase
2. UAT testing will be carried out by the ReBIT’s team. The testing activities
shall include but not limited to the Functional, Performance, Technical
and Penetration testing.
3. The bidder is expected to fix any gaps identified during testing phase
21
4. All security issues identified will have to be either resolved or a mutually
accepted remediation should be agreed upon between ReBIT and
successful bidder review
5. The bidder shall provide test cases and test results
6. ReBIT shall commence the User Acceptance Testing only after a formal
confirmation that the system is ready for UAT is submitted to ReBIT.
7. Any deviations/ discrepancies/ errors observed during the testing
phase will have to be resolved by the Bidder. Any exceptions will have
to be documented and signed off by ReBIT.
8. VAPT exercise shall be conducted by ReBIT, it shall be the bidder’s
responsibility to rectify the gaps unearthed during the VAPT at no
additional cost to ReBIT during the contract period.
6.6 Deployment & Roll out
1. The solution will be deployed in On Premise and Bidder needs to deploy
in Production and DR environment
2. Before the final rollout the Bidder has to complete the development/
customization of PPM as per the Functional and Technical Specifications
agreed with ReBIT.
3. The rollout is an end‐to‐end responsibility with total planning, hand
holding support as per the scope of work
4. During roll out, there should be no or minimum downtime on existing
systems.
5. In case the Rollout is delayed by the Bidder, the financial Penalty as per
ReBIT’s discretion will be imposed on the Bidder at 5% of the total
contract value per month of delay, to the maximum of 25% of the total
contract value as per the agreement between ReBIT and the successful
Bidder.
6.7 Post implementation
1. Post Implementation, the Vendor has to offer Hyper Care for a period of
3 months. During this period, all issues would be closed with no
cost/stringent SLA.
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2. The Bidder is required to develop a change management methodology to
ensure all application changes and technical changes (after go‐live), are
reviewed, tested, approved, implemented, and verified post
implementation.
3. ReBIT would initiate or invoke penalty clause in case of repeated roll‐back
of change request (more than 2 roll backs).
4. Any standard functionality available in the proposed PPM would not form
part of the Change Request submitted by the Bidder.
5. The change request time estimation would be computed using Function
Point Analysis methodology. This rate would be valid for the entire period
of 3 years.
6. The bidder will need to deploy 1 support or resident engineer for the
support activities, the location would be updated by ReBIT. The resident
engineer will act as nodal point for all PPM related queries.
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7 General Instructions
Inquiries and questions regarding the proposal document, scope of services, or the
terms and conditions shall be submitted via e-mail to [email protected] on or
before the deadlines given in Table 1: RFP Timelines. All responses from ReBIT to all
inquiries shall be addressed during the bidders conference scheduled.
7.1 Inquiries and questions
Inquiries and questions regarding the proposal document, scope of services, or the
terms and conditions shall be submitted via e-mail to [email protected] in the
format as provided in Annexure 9.8. All responses from ReBIT to all inquiries shall be
sent via email as per timelines mentioned in Table 1: RFP Timelines with the subject
line “RFP for PPM - Inquiries”.
7.2 Submittal Instructions
1. Technical proposal must be submitted in a sealed envelope, clearly marked as
“RFP for PPM Solution – Technical Proposal” posted to address given below.
2. Commercial bid, must be submitted in a sealed envelope, clearly marked as “RFP
for PPM Solution – Commercial Proposal”.
3. Technical and Commercial Bid should be submitted in separate sealed envelopes.
4. Postal Address for receiving Technical and Commercial Bid:
Procurement, Reserve Bank Information Technology Pvt Ltd,
18th Floor, CyberOne,
Opposite CIDCO Exhibition Center,
Sector 30, Vashi,
Navi Mumbai 400703
5. Submittals sent to any other box will NOT be forwarded or accepted
6. Technical and Commercial Bid should be submitted on or before the deadline given
in Table 1: RFP Timelines.
7. Any responses received after due date and time are liable to be rejected.
8. Bidder is expected to respond to technical requirements along with descriptive
response (including diagrams and tables as needed) as per the technical evaluation
criteria.
9. Refer Annexure 9.7 for Technical and Commercial Bid submission checklist.
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7.3 Pre-Qualification/Minimum Eligibility Criteria
1. The bidder must have prior experience in this specific and has successfully
delivered across 5 different industry verticals.
2. Company - The Bidder should be a Registered Indian entity under the
respective Acts of India. The Bidder should not be currently blacklisted by any
institution in India or abroad.
3. The bidder should be authorised partner of OEM and should be having back to
back support of Original Equipment Manufacturers (OEM) for the equipment
included in the proposed solution. The back to back Support agreement with
OEM should include the activities such as Technical Assistance support, Spares
support, Software upgrade support.
4. The bidder must warrant that there is no legal action being taken against it for
any cause in any legal jurisdiction. If such an action exists and the bidder
considers that it does not affect its ability to deliver the requirements as per
the Tender, it shall provide details of the action(s).
5. The Bidder should be a positive net worth and profit (after tax) making
company .Bidder should attach Audited financial statements indicating the net
profit and the net worth as required set forth in the eligibility criteria. OR
Auditor / Chartered Accountant Certificate for past 2 years.
Note: The Bidder should submit relevant documentation supporting the above
eligibility/ qualification criteria. In case of non-compliance with any of the
eligibility criteria mentioned above, the bidder shall be liable to be disqualified
without any notice and the bids of the bidder may not be processed further. Any
additional / irrelevant document enclosed with the bid, may lead to
disqualification.
7.4 Terms and Conditions for Request for Proposal
Proposers are expected to examine the specifications, schedule of delivery,
and all instructions. Failure to do so will be at the proposer’s risk.
Each proposer shall furnish the information required in the RFP.
The Contract/Purchase Order will be awarded to that responsible proposer
whose submittal, conforming to the Request for Proposals, will be most
advantageous to the ReBIT, price and other factors considered.
25
ReBIT reserves the right to reject any or all proposals and to waive informalities
and minor irregularities in proposals received, and to accept any portion of or
all items proposed if deemed in the best interest of ReBIT to do so.
A signed purchase order or contract furnished to the successful proposer
results in a binding contract without further action by either party.
Any interpretation, correction or change of the Proposal Documents will be
made by Addendum. Interpretations, corrections and changes of the Proposal
Documents made in any other manner will not be binding, and Proposer shall
not rely upon such interpretations, corrections and changes. ReBIT will not be
responsible for oral clarification.
ReBIT may, in its absolute discretion, seek additional information or material
from any of the Bidders after the RFP closes and all such information and
material provided must be taken to form part of that Bidder’s response.
Bidders should provide details of their contact person, telephone, fax, email
and full address(s) to ensure that replies to RFP could be conveyed promptly.
If ReBIT, in its absolute discretion, deems that the originator of the question
will gain an advantage by a response to a question, then ReBIT reserves the
right to communicate such response to all the Bidders.
ReBIT may, in its absolute discretion, engage in discussion or negotiation with
any Bidder (or simultaneously with more than one Bidder) after the RFP closes
to improve or clarify any response.
ReBIT will notify all short-listed Bidders in writing or by mail as soon as
practicable about the outcome of their RFP. ReBIT is not obliged to provide any
reasons for any such acceptance or rejection.
7.5 Confidential / Proprietary Information:
Any restrictions on the use or inspection of material contained within the proposal
and any resulting contract shall be clearly stated in the proposal itself.
Confidential/proprietary information must be readily identified, marked and
separated/packaged from the rest of the proposal. Co-mingling of confidential /
proprietary and other information is NOT acceptable. Neither a proposal, in its
entirety, nor proposal price information will be considered confidential / proprietary.
Any information that will be included in any resulting contract cannot be considered
confidential.
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7.6 General Submission Requirements
1. The Commercial bid should be in accordance with the following:
a) The bidder should quote the commercial value as mentioned in TCO
template given in Annexure 9.8.
b) The bidder should indicate unit price of each and every component
proposed by them.
c) The prices quoted by the bidder shall be in Indian Rupees and no escalation
in price within the period of one year from the date at which L1 is declared.
d) Further, subsequent to the orders being placed/agreement executed, the
successful bidder shall pass on to ReBIT all fiscal benefits arising out of
reductions in Government levies viz. sales tax, excise duty, custom duty,
etc.
2. Contract / license agreement: Submit a copy of any contract / license
agreement you will require to be executed at time of award.
3. Non-Disclosure Agreements: Submit a copy of any non-disclosure contracts
you would require to be executed as part of the evaluation process.
4. Bidders are not permitted to submit more than one bid and any alternate
product. The cost of bidding and submission of the bids is entirely the
responsibility of the bidders, regardless of the conduct or outcome of the
tendering process.
5. The bids are not submitted in the prescribed format or incomplete or after due
date in any sense are liable to be rejected. ReBIT reserves the right to accept or
reject any bids without assigning any reason and ReBIT’s decision in this regard
will be treated as final.
6. Bids shall remain valid for a period of 180 days after the date of bid opening
or as may be extended from time to time. ReBIT holds the right to reject a bid
valid for a period shorter than 180 days as non-responsive, without any
correspondence.
7. The bid shall be in English Language.
8. All prices shall be expressed in Indian Rupees only.
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9. Bids once submitted will be treated, as final and no further correspondence will
be entertained on this. No bid will be modified after the deadline for
submission of bids.
10. Contacting ReBIT - From the time of bid opening to the time of Contract award,
if any bidder wishes to contact ReBIT for seeking any clarification in any matter
related to the bid, they should do so in writing by seeking such clarification/s
from an authorized person. Any attempt to contact ReBIT with a view to canvas
for a bid or put any pressure on any official of ReBIT may entail disqualification
of the concerned bidder or its bid.
7.7 Warranty and AMC pay-outs
The annual amount payable towards Warranty and AMC would be divided into
equal instalments, to be paid every year on a quarterly basis following
successful implementation of PPM. The invoice should be submitted at the end
of each quarter along with satisfaction report from the concerned users/office
for each location.
7.8 Taxes and Duties
Prices should be inclusive of all taxes, duties, charges and levies of State or
Central Governments as applicable, VAT/Sales Tax, service taxes etc. Octroi, if
any, shall be reimbursed to supplier by ReBIT at actual on production of original
receipt. The benefits realized by supplier due to lower rates of taxes, duties,
charges and levies shall be passed on by the Supplier to ReBIT.
7.9 Subcontracting
The selected Bidder shall not subcontract or permit anyone other than its
personnel or the OEM supplier to perform any of the work, service or other
performance required of the vendor under the contract without the prior written
consent of ReBIT.
7.10 Penalties for delay in implementation
If the bidder fails to deliver, install and implement the requisite solution within
timeline of the confirmed purchase order, then a sum equivalent to one percent
28
(1 %) of the total order value shall be deducted from the payment for each
calendar week of delay or part thereof.
Delay in excess will be sufficient to cause for termination of the contract.
The inability of the Bidder to provide the requirements as per the scope or
to meet the deadlines as specified would be treated as breach of contract
and invoke the Penalty Clause.
7.11 Period of validity of bids / Responses
Prices and other terms offered by Bidders must be firm for an acceptance
period of 360 days from date of closure of this RFP.
In exceptional circumstances ReBIT may solicit the Bidders consent to an
extension of the period of validity. The request and response thereto shall be
made in writing.
ReBIT, however, reserves the right to call for fresh quotes at any time during
the period, if considered necessary.
7.12 Force Majeure
Neither Party shall be responsible for any failure to perform due to unforeseen
circumstances or due to causes beyond the defaulting Party’s control even after
exertion of best efforts to prevent such failure, which failure may include, but
not be limited to, acts of God, war, riots, embargoes, strikes, lockouts, acts of
any Government authority, delays in obtaining licenses or rejection of
applications under the Statutes, fire or floods.
7.13 Arbitration
In the event of any dispute or differences between the parties relating to the
“Contract or LOI (Letter of Invitation) whichever is issued later” the same shall
be referred to arbitration to be conducted in accordance with the Arbitration
and Conciliation Act, 1996 and the venue of arbitration shall be at Mumbai,
India.
In the event of failure to resolve the differences through arbitration, either of
the parties shall be free to undertake necessary further legal course with the
Courts of Law in Mumbai who shall have jurisdiction for preventive,
29
interlocutory and other incidental relief applied for by any party under or in
relation to Agreement.
7.14 Correction of Errors
Arithmetic errors in bids will be treated as follows:
Where there is a discrepancy between the amounts in figures and in words, the
amount in words shall govern;
Where there is a discrepancy between the part‐wise quoted amounts and the
total quoted amount, the part‐wise rate will govern.
If there is a discrepancy between percentage and amount, the amount
calculated as per the stipulated percentage basis shall prevail
If there is discrepancy between unit price and total price, the unit price shall
prevail for calculation of the total price
If there is a discrepancy in the total, the correct total shall be arrived at by ReBIT
The amount stated in the bid form, adjusted in accordance with the above
procedure, shall be considered as binding, unless it causes the overall bid price
to rise, in which case ReBIT will be free to accept the Total Bid amount as
mentioned in the field “Total Cost of Ownership (TCO)” in relevant Annex.
7.15 Limitation of liability
Neither party shall, in any event, regardless of the form of claim, be liable for
any indirect. Special, punitive, exemplary, speculative or consequential damages,
including, but not limited to any loss of data, business interruption, and loss of
income or profits, irrespective of whether it had an advance notice of the
possibility of any such damages. Subject to the above and notwithstanding
anything to the contrary elsewhere contained herein, the maximum liability, of
selected bidder (vendor) and purchaser (ReBIT) shall be, regardless of the form
of claim, restricted to the total of bill of material received by vendor from
Purchaser for the event that gave rise to such liability, as of the date such liability
arose, during contract period.
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7.16 Other Terms and Conditions
The solution should provision the High Availability / Disaster Recovery
scenarios.
The bidder will work under the guidance of ReBIT team. The total solution will
have to be delivered, installed and configured at ReBIT premises without
disturbing any existing system. If deemed necessary, the bidder is required to
give presentation on the systems offered.
The Bidder should provide clear licensing terms & conditions, for all the
products offered to the complete satisfaction of ReBIT. If any discrepancies are
found later with the licensing terms in the total solution, then such additional
cost will be borne by the bidder.
The bidder is expected to finalize the unit price for additional licenses that
ReBIT may procure. It is also expected that the unit price of additional licenses
is of lower value as against the initial procurement of 50 licenses.
If ReBIT wishes to get additional licenses, cost should not change from initial
bidding amount for the licenses.
The Bidder should specify the exact versions and releases that are proposed in
the solution for every component (Software, Hardware & System software) and
should also provide the life time of the solution and availability of the proposed
versions
All the proposals / declarations / assertions made by Bidder should be on their
letter head.
ReBIT reserves the right to advise the bidder to demonstrate how various
features are integrated in proposed system during the technical evaluation. The
bidder shall also demonstrate how these will function at committed
performance. ReBIT, at its discretion, may visit OEM’s LAB and conduct the
performance testing of the proposed equipment in order to validate the quoted
performance levels.
Establishing and providing uninterrupted performance throughout the
implementation and afterwards will be the responsibility of the bidder.
The successful bidder will have to bear all the legal charges like cost of Stamp
duty etc. at the time of signing Purchase Agreement/Service Level Agreement.
Bidder should be willing to accept payment through Electronic Payment System
(RTGS or NEFT)
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The bidder shall be responsible for generation and submission of necessary
documentation required during various phases of project viz. planning,
installation, commissioning, roll out, acceptance and periodic reporting.
Documentation shall be approved by ReBIT.
The bidder is required to get prior approval of all the project plans and
processes from ReBIT before commencement of the project. This will be
reviewed from time to time based on the agreed milestones. Reports on
progress of the project should be submitted by the Project Manager of the
Bidder once a week to ReBIT till the completion of the project.
ReBIT reserves the right to accept or reject any bid or scraps the Tender without
assigning any reason thereof and ReBIT’s decision in this regard will be treated
as final.
Ownership of this RFP: The content of this RFP is a copy right material of
ReBIT. No part or material of this RFP document should be published in paper
or electronic media without prior written permission from ReBIT.
Neither the contract nor any rights granted under the contract may be sold,
leased, assigned, or otherwise transferred, in whole or in part, by the Vendor
without advance written consent of ReBIT and any such sale, lease, assignment
or transfer otherwise made by the Vendor shall be void and of no effect.
7.17 Payment Terms and Milestones
The component wise payment will be as mentioned below. The below payment
milestones are on the implementation costs.
*including the Software Licencing Cost
Sr. No. Milestone Payment*
1
Completion of Requirements & Design Phase,
customization/ development of solution and
implementation
20 %
2
Completion of User Acceptance Testing
Creation of training content, Train The Trainer and
customer education content
25%
3 Complete Implementation and “Go-live” of the project 45%
4
Receipt of Acceptance of Completion from ReBIT
(post 90 days of achieving Go-Live)
10%
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7.18 Earnest Money Deposit
1. Bidder may submit the Earnest Money Deposit (EMD) value in INR currency
through a Demand Draft. The value of the EMD is INR 3, 00, 00, 00
a. The DD should be in favor of
“Reserve Bank Information Technology Pvt Ltd”
b. The EMD/DD should be valid for the period of one year from the last
date of submission of bid. The non-submission of EMD/DD will lead
to rejection of the bid. The irrevocable DD issued by a scheduled
commercial bank only, shall be acceptable to the ReBIT.
c. The physical copy of Demand Draft must be submitted before the
technical bid opening.
2. If the EMD is received after the designated date and time for submission
of the Bid, ReBIT, at its discretion may reject the bid.
3. EMD of unsuccessful Bidders shall be returned within 30 days from the
final result of the bidding process and declaration of the Successful Bidder
4. EMD of the successful bidder will be returned on submission of the
Performance Bank Guarantee of 10% of the contract price as per relevant
Annex “Performance Bank Guarantee Proforma”. The EMD will not carry
any interest.
5. Offers made without the Earnest money deposit will be rejected.
6. The amount of Earnest money deposit would be forfeited in the following
scenarios:
a. In case the Bidder withdraws the bid prior to validity period of the
bid without providing any satisfactory reason;
b. In case the successful Bidder fails to accept and sign the contract
as specified in this document without any satisfactory reason; or
c. In case the successful Bidder fails to provide the performance bank
guarantee within 30 working days from the date of signing of the
agreement without any satisfactory reason.
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7.19 Performance Bank Guarantee
1. The successful Bidder shall at his own expense deposit with the
“Reserve Bank Information Technology Pvt Ltd”
18th Floor, CyberOne,
Opposite CIDCO Exhibition Center,
Sector 30, Vashi, Navi Mumbai 400703
within thirty (30) working days of the date of notice of award of the bid, a
Performance Bank Guarantee from a scheduled commercial bank, payable on
demand in terms of relevant Annex Bank Guarantee format, for an amount
equivalent to ten percent (10%) of the contract price for the due performance
and fulfilment of the contract by the Bidder.
2. Without prejudice to the other rights of the Purchaser under the Contract in the
matter, the proceeds of the performance bank guarantee shall be payable to
ReBIT as compensation for any loss resulting from the Bidder’s failure to
complete its obligations under the Contract. ReBIT shall notify the Bidder in
writing of the invocation of its right to receive such compensation, indicating
the contractual obligation(s) for which the Bidder is in default.
3. The Performance Bank Guarantee may be discharged upon being satisfied that
there has been due performance of the obligations of the Bidder under the
contract. The Performance Bank Guarantee shall be valid till the end of the
contract.
4. The Performance Bank Guarantee shall be returned after satisfactory
performance post 180 days of rollout.
5. The performance bank guarantee shall be denominated in Indian Rupees (INR)
and shall be by bank guarantee.
6. The performance bank guarantee will be valid till the end of the contract. Failure
of the successful Bidder to comply with the above requirement, or failure of the
Bidder to enter into a contract within 15 working days from the issue of the
purchase order or within such extended period, as may be specified by ReBIT
shall constitute sufficient grounds, among others.
7. In case of breach, there shall be a cure period of 5 calendar days. In case, if the
issues are not resolved, the Performance Bank Guarantee would be invoked
anytime thereafter as per the discretion of ReBIT.
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8 Method of selection
The objective of the evaluation process is to evaluate the bids to select an effective
and best fit solution in a fair and transparent manner and ReBIT would be guided by
following principles in carrying out the evaluation of bids. The decision of ReBIT shall
be considered final.
For the purpose of the evaluation and selection of Bidder for PPM implementation
project, a two-staged evaluation process will be followed. If a Bidder does not meet
the eligibility criteria, the Bidder will be disqualified. For the Bidders who satisfy
the eligibility criteria, the ‘Technical Bids’ will be opened on the date mentioned
in RFP timelines and subsequently evaluated. In order to be shortlisted for opening
of financial bids, it is mandatory for a bidder to score a minimum cut‐ off in each
of the Scoring Parameters (as mentioned in the Scoring table) as well as the overall
cut‐off score which is 75% of the total 70 marks allocated for the Technical
evaluation. The Bidder scoring the highest technical score will be ranked as T1.
Bidders who do not achieve the cut‐off on any of the bidding parameters or the
overall cut‐off score will be disqualified from the bidding process and their
commercial bids will not be opened.
Commercials will be opened by the RFP panel, post technical evaluation and the
vendors will be rated as per the pre-defined assessment criteria.
While the technical score carries a weight of 70 percent, the commercial score
carries a weight of 30 percent. The Techno‐Commercial scores (70:30) will be
arrived at for each shortlisted Bidder and the Bidder with the highest score will be
declared as the successful Bidder.
8.1 Technical Bid Evaluation Process
The scoring methodology for technical bid components is explained in the
following paragraphs of this section.
The PPM implementation involves various components including supply of
licenses for and implementation of PPM Application Software and other
necessary modules / software or development from grounds up, development
of interfaces and customizations where necessary, setting up of all necessary
applications in the Disaster Recovery Centre for the PPM roll‐out, training of end
users, providing implementation services, and rolling out the PPM application in
35
other offices of ReBIT and provide maintenance services for 3 years of warranty
and maintenance support post go‐live.
The proposal submitted by the Bidders shall, therefore, be evaluated on the
following parameters:
1. Functional Solution (FS)
2. Technical Solution (TS) + Architecture + Security measures + Optimal
Sizing
3. Past experience and Reference Sites (RS)
4. Presentation-includes the following:
a) Use case presentation-Use cases will be shared only with
registered bidders
b) Product Walkthrough (PW)
c) Understanding of solution & requirements and approach
d) Employee strength in India & Team Composition (TC)
e) Proposed Implementation Timeline
Each parameter has been assigned a weight. The weighted scores shall
be summed up to determine the technical scores of the Bidders. The
Bidder with the highest technical score shall be ranked as T1 and shall
be considered as THigh for the techno‐commercial score.
8.2 Scoring Methodology for Functional Requirements
8.2.1 Criticality of requirements
Functional requirements are segregated into three categories
determined by the criticality of the requirement. These categories are
as follows:
1. Knockout (K): Knockout Requirements are those requirements which
are extremely critical to the achievement of ReBIT’s objectives and are
36
to be met in their entirety in the precise manner as documented in the
requirements.
2. Business Critical (B): Business Critical Requirements are those
requirements which are extremely critical for the proper functioning
of ReBIT but can be met by the Bidder in any form that the Bidder
deems most suitable. The objective of the activity, however, should be
necessarily met as documented in the requirements.
3. Desirable (D): Desirable Requirements are those requirements that
are desired by ReBIT, but are not critical for the operations.
8.2.2 Response Options
The Bidder should provide a response to each of the requirements,
which could be any one from the following categories:
Available: Features available in the product; readily available for
deployment.
Workaround: The function would require modification of system
not amounting to customisation of the system, by the Bidder’s
programming staff, and the Bidder shall provide these features at
no additional costs.
Customization: The function since not available in the product as
it is would require customization by the Bidder’s programming
staff and the Bidder shall provide these features at no additional
cost.
Not Available: The function is not available in the product and
would require a paid customization.
1. It may be noted that if any functionality termed as Available by the
Bidder in the response is found to be a workaround or customization at
a later stage, then the scores of the Bidder will be reduced
retrospectively.
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2. The Bidder has to evaluate the product vis‐à‐vis the functionality
required and then has to provide all the requirements which have been
stipulated as “Mandatory Requirement” and “Business Critical”.
3. The response should be given by marking under the category, which
shall apply to the requirement. Where a response requires explanation,
the Bidder has to provide the explanation in the COMMENTS column or
on a separate page, if necessary, with reference to the requirement
number.
4. In case of Standard features the Bidder necessarily has to provide details
of the Menu / Parameterization / System option of the said feature in
the application software in a separate column.
5. Any requirement where the Bidder has not marked a response will not
be scored.
6. The responses of the Bidders to the requirements shall be scored as
given below in the table below:
Functional Requirements Scoring Mechanism for bidders
Requirement
Bidder Response
Mandatory
Requirements
(M)
Business Critical
(B)
Desirable
Requirements
(D)
Available (A) 9 7 3
Workaround (W) 7 5 2
Customization (C) 3 2 1
Not Available 0 0 0
The Bidder should provide 100% of requirements as either Standard Fit
or Workaround or Customization or Not available in the functional
requirements. ReBIT reserves the right to reject the bid if the Bidder does
not respond / leaves the response field blank for any of the
requirements. The responses provided by the bidder will be scored with
appropriate weightage for calculation of the bidder’s score.
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8.3 Scoring Methodology for Technical Solution
1. The Technical requirements cover the Hardware and Software
components that are proposed by the Bidder as a part of the solution.
2. The Bidder is expected to provide, as a part of the technical bid, a
detailed document that explains the general solution architecture
including aspects such as solution design & architecture, IT security
feature etc for the PPM proposed by the Bidder. The response should
also include details of the hardware and software proposed.
3. The Bidder would be invited to ReBIT to make a presentation pertaining
to the proposed Total Solution Sizing which would be evaluated by the
ReBIT’s expert committee (may comprise of external as well as internal
personnel).
4. ReBIT at its discretion may reject the proposal of the Bidder without
giving any reason whatsoever, if in the ReBIT’s opinion, the Solution
Sizing was not made appropriately to meet the performance criteria as
stipulated by ReBIT.
8.4 Scoring Methodology for Reference Sites
1. The Bidder should provide the details of implementations involving
modules proposed by the Bidder for the scope as defined in above
including detailed Scope of Project, rollout strategy and plan, etc. It is
expected that the Bidder provides the details for each of the
implementations separately covering the complete scope of work.
2. The references provided will be rated by the ReBIT depending on the
below parameters:
a. Applicability of the reference to the desired solution
b. Number of references provided
Sr. No. Number of References Rating
1 3-5 5.25
2 6-7 6
3 8 and above 7
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3. All relevant references will be rated as per the table above
4. ReBIT at its discretion may reject the proposal of the Bidder (SI and/ or
OEM) without giving any reasons whatsoever, in case the references
received do not pertain to the solution required by ReBIT.
8.5 Scoring Methodology for Product Walkthrough
1. The Bidder is required to arrange for a Structured Walkthrough of the
solution offered in response to RFP in a place where all the functionality
can be demonstrated to the satisfaction of ReBIT’s team.
2. During the structured walkthrough, ReBIT may seek explanations on
various technical and other requirements.
3. The cost for set up for the structured walkthrough will be borne by the
Bidder. ReBIT will not bear the expenses incidental to conducting the
Structured Walkthrough by the Bidder and his team.
4. Each question in the questionnaires would be verified by the officials of
ReBIT and appropriate response will be recorded. Any workarounds
suggested by the Bidder for functionality may be considered by ReBIT
personnel and details recorded.
5. Additionally ReBIT team will verify the overall functionalities and
technical architecture of the proposed solution and record the
observations.
6. The responses provided by the Bidder in response to functional and
technical requirements of RFP will also be verified and marked during
the structured walkthrough process.
7. ReBIT will not release any structured questionnaires for the product
walkthrough.
8. The structured walkthrough questionnaires for each of the Bidders will
be dependent on the solution proposed by them.
9. ReBIT at its discretion may reject the proposal of the Bidder without
giving any reason whatsoever, if in ReBIT’s opinion, the Bidder could
not present or demonstrate the proposed solution as described in the
proposal.
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8.6 Scoring Methodology for Requirement Understanding,
Approach and Methodology
8.6.1 Overview
1. The Bidder is expected to provide, as a part of the technical bid, a
detailed document that explains the solution architecture, approach
and methodology proposed by the Bidder for the implementation of the
proposed solution.
2. The bidder is expected to provide his understanding of our
requirements for PPM and how they map to the proposed solution
3. The bidder would be required to make presentation to ReBIT’s Expert
Committee (may consist of external as well as internal personnel)
4. The “Approach and Methodology” adopted for the Implementation
would be evaluated by ReBIT and would at the minimum cover
a. Development/ Customisation for the defined requirements
b. Roll‐Out Strategy & Training
c. Project Management
8.6.2 Training
The bidder is expected to define the approach that will be taken to train the
resources on the functional and technical aspects of the solution as per the
details mentioned earlier. The quality of the Bidder’s approach to training shall
form an integral part of the final evaluation and selection of the Bidder.
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8.6.3 Project Management
1. The bidder must submit a detailed Project plan covering all the activities
required for go-live of the PPM solution.
2. The Bidder should provide explanation on the Project Management
process that is proposed for ReBIT including details of how the same
was applied in a similar project.
8.6.4 Consolidated Score in Technical Bid Evaluation
1. The overall score for evaluating the Bidder would be 100 marks, out of
which 70 marks is for the Technical evaluation and 30 marks is for
Commercial bid.
Score breakup for Bidder Evaluation
Technical Evaluation Commercial Bid Overall Score
70 30 100
2. The breakup for the 70 marks which is allocated for the Technical
Evaluation is given in the table below:
Technical Score breakup for Bidder Evaluation
Scoring Parameters Weightage
Total Marks
out of 70
Cut‐Off
Marks
Functional Requirements (FR) 30% 21 15.75
Technical Solution (includes aspects
such as solution design & architecture,
IT security features etc.)
25% 17.5 13.125
Product Walkthrough (PW)(Qualitative) 35% 24.5 18.375
Past Experience & Reference Sites (RS) 10% 7 5.25
Total 100% 70 52.5
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3. The Bidder should note that it is mandatory to score a minimum cut‐off
,i.e. 75% in each of the Scoring Parameters as well as the overall cut‐off
score which is 75% of the total 70 marks allocated for the Technical
evaluation.
4. Top 5 bidders who clears 75% cut-off in Functional Solution, Technical
Solution and in past experience score evaluation will only be invited for
Product walkthrough.
5. It should be noted that ReBIT reserves right to change the cut-off score
to make sure there is at least 5 bidders available for Product walk
through.
6. The Bidder with the highest technical score shall be declared as T1.
7. ReBIT shall disqualify any Bidder who does not achieve the cut‐off on
any of above mentioned bidding parameters from the bidding process.
8.6.5 Disqualification Parameters in Technical Bid Evaluation
1. If only one Bidder qualifies on technical parameters, ReBIT at its
discretion may select more than one bidder for commercial evaluation
or ReBIT, at its discretion, may choose to open the commercial bid of
the only Bidder who qualifies.
2. The Bidder should provide 100% of Functional requirements as per the
checklist, to be shared at later stage as either Standard Fit or
Workaround or Customization or Not Available to be considered for
evaluation. ReBIT reserves the right to reject the bid if the Bidder does
not respond / leaves the response field blank for any of the
requirements.
3. ReBIT will reject the bids of bidders who did not achieve either the
minimum cut-off for the parameters as per the scoring table or the
overall cut-off of 75%.
4. ReBIT at its discretion may reject the proposal of the Bidder, in case the
responses received from the reference sites are negative.
5. Bidders who do not qualify in the Eligibility criteria.
6. ReBIT reserves the right to disqualify any bidder, who is involved in any
form of lobbying/ influencing/ canvassing etc., in the evaluation /
selection process.
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8.7 Commercial Bid Evaluation
1. The Bidder is expected to submit the Commercial bid inclusive of all
applicable taxes. Octroi will be paid on actuals.
2. The payments shall be done as per the costs quoted by the Bidder when
the corresponding services are provided and such payments become due.
3. The technical scores of the Bidders who qualify technical evaluation shall
be disclosed to the qualified Bidders. ReBIT will not send any
communication to the disqualified bidders.
4. The Technically Qualified Bidder with the lowest Commercial Bid after
scrutiny would be declared as CLOW.
8.8 Techno Commercial Bid Evaluation
1. The Bidders will have to submit the Commercial bid in relevant format
mentioned in the concerned Annex.
2. The Bidder is expected to submit the Commercial bid inclusive of all
applicable taxes and taxes /levies must be indicated separately.
3. The payments shall be done as per the costs quoted by the Bidder when the
corresponding services are provided and such payments become due.
4. The technical scores of the Bidders who qualify technical evaluation shall be
disclosed to the qualified Bidders. ReBIT will not send any communication to
the disqualified bidders.
5. The Technically Qualified Bidder with the lowest Commercial Bid after
scrutiny would be declared as CLOW.
6. The techno‐commercial score shall be calculated as follows:
Total Score = (CLOW / C)*0.3 + (T / THIGH)*0.7.
Here C and T are the commercial and technical scores of the respective
Bidders.
7. The bidder with the highest total score will be selected as the successful
bidder. In case of a tie of Total Score between two or more Bidders, the Bid
with higher technical score would be chosen as the successful Bidder.
8. ReBIT will notify the name of the Successful Bidder.
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9. Commercial bid valuation shall be considered as below in case of any kind of
discrepancy in total cost calculation:
a. If there is a discrepancy between words and figures, the amount in words
shall prevail
b. If there is a discrepancy between percentage and amount, the amount
calculated as per the stipulated percentage basis shall prevail for
calculating Total cost
c. If there is discrepancy between unit price and total price, the unit price
shall prevail
d. If there is a discrepancy in the total, the correct arithmetic total shall be
arrived at by ReBIT Compensation
No payment of any kind will be provided to the submitting vendor, or parties they
represent, for obtaining any of the information solicited. Procurement of all
equipment and services will be in accordance with subsequent contractual action.
8.9 Commitments
All quotes should be submitted initially on the most complete basis and with the
most favourable financial terms available. The selected vendor’s proposal may, at
ReBIT option, be made part of the final purchase contract and all representations in
the vendor’s proposal may be considered commitments to supply the system as
described.
8.10 RFP Revisions
ReBIT reserves the right to change the schedule or issue amendments to the RFP at
any time. ReBIT also reserves the right to cancel or reissue the RFP at any time.
Amendments or a notice of cancellation will be notified individually to each
participating vendor.
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8.11 Contract Award and Execution
ReBIT reserves the right to make an award without further discussion of the
proposal submitted. Therefore, the proposal should be initially submitted on the
most favourable terms the vendors can offer. It is understood that the proposal
will become a part of the official file on this matter without obligation to ReBIT.
The general conditions and specifications of the RFP and the successful vendor’s
response, as amended by agreement between ReBIT and the vendor, will become
part of the contract documents. Additionally, ReBIT will verify vendor
representations that appear in the proposal. Failure of the vendor’s products to
meet the mandatory specifications may result in elimination of the vendor from
competition or in contract cancellation or termination.
The vendor selected as the apparently successful vendor will be expected to enter
into a contract with ReBIT. If the selected vendor fails to sign and return the
contract within ten (10) business days of delivery of the final contract, ReBIT may
elect to cancel the award and award the contract to the next-highest-ranked
vendor.
No cost chargeable to the proposed contract may be incurred before the vendor
has received a fully executed contract.
ReBIT will not reimburse the vendor for non-business hour work (weekends and
evenings), travel, lodging, meals or other business costs. Ensure these costs are
included in your RFP response.
8.12 Confidentiality
The Bidder shall treat all documents, information, data and
communication of and with Purchaser as privileged and confidential and shall
be bound by the terms and conditions of the Non-Disclosure Agreement. The
Bidder shall sign and execute this Non-Disclosure Agreement before the
execution of this Contract.
The Bidder shall not, without Purchaser's prior written consent, disclose the
Contract, or any provision thereof, or any specification, plan, sample or
information or data or drawings / designs furnished by or on behalf of
Purchaser in connection therewith, to any person other than a person
employed by the Bidder in the performance of the Contract. Disclosure to any
46
such employed person shall be made in utmost confidence and shall extend
only so far as may be necessary and relevant for purpose of such performance
and shall be subject to the terms and conditions of the Non-Disclosure
Agreement.
The Bidder shall not, without Purchaser's prior written consent, make use of
any document, data or information etc., enumerated in this Bid Documents
save and except for due performance and observance of the Contract.
Any document, other than the Contract itself, enumerated in this Bid
Documents shall remain the property of Purchaser and shall be returned (in all
copies) to Purchaser on completion of the Bidder’s performance under and
in accordance with the Contract, if so required by Purchaser.
8.13 Ownership of documents, data and hardware
ReBIT shall own the documents, prepared by or for the Bidder arising out of or
in connection with this Contract.
Forthwith upon expiry or earlier termination of this Contract and at any other
time on demand by ReBIT, the Bidder shall deliver to ReBIT all documents
provided by or originating from ReBIT and all documents produced by or from
or for the Bidder in the course of performing the Services, unless otherwise
directed in writing by ReBIT at no additional cost.
The Bidder shall not, without the prior written consent of ReBIT, store, copy,
distribute or retain any such documents
8.14 Non-Disclosure Agreement
The bidder will have to sign a NDA agreement with ReBIT in the prescribed format on
a Stamp paper. This NDA should be sent to ReBIT along with submission of technical
Bid.
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9 Annexure
Proposal from the Bidders providing a response for said requirements must respond
to every specification below.
9.1 Architecture
Provide optimum hardware requirements for implementation of solution for 50
users to start with. The hardware requirements must support the scalability up to
200 users.
Provide an overview of the architectural solution being proposed.
At a minimum, the overview should include the significant hardware and software
environments.
Include system diagrams and formal documentation as appropriate.
Specify if the solution can be implemented as standalone. If one or more
components cannot be implemented as standalone, provide a detailed
explanation of the interdependencies.
9.2 Disaster Recovery and Business Continuity Plan
Describe High availability and Business Continuity options, including, but not limited
to:
High availability within one data center
Business Continuity with multiple data centers
Physical hardware design and architecture of the solution
9.3 Service Level Agreement
Provide Service Level Agreements (SLA’s).
Describe the proposed solution(s)’ High Availability (HA) strategy including
fault tolerance and fail-over.
Describe approach to ensure system and data integrity.
Provide details of coverage maintenance, updates etc.
48
9.4 Implementation
Provide a detailed plan for installation and implementation along with estimated
hours for both your company and ReBIT staff to complete the installation, deliverables
and milestones.
9.5 Training
Provide a detailed overview of the training to the ReBIT Employees for both system
administrators and end-users to operate the solution.
9.6 Technical Evaluation Checklist
49
50
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9.7 Submission Checklist
Submission Checklist for Technical Bid
The bidder has to ensure that the following have been submitted as a part of the RFP
submission process.
Failure to provide any of the documents as detailed below could lead to the
disqualification of the bidder from the bid.
The following documents/items need to be submitted:
Items
Submitted
(Bidder)
Verified
(ReBIT)
Functional Solutions
Technical Solutions
Earnest Money Deposit
Technical Bid Form
Power of Attorney/ Board Resolution authorizing bidder’s
employee to become the authorised signatory
Proposed Team Profile
Statement of Deviation from RFP
Non-Disclosure Agreement
Submission Checklist for Commercial Bid
The following documents need to be provided by the Bidder for the Commercial Bid
in a separately sealed cover.
Commercial Bid Documents
Submitted
(Bidder)
Verified
(ReBIT)
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Commercial Bid
9.8 Commercial Bid Format
The Bidder needs to submit the commercial Bid in the following format. The
tentative Hardware cost needs to be mentioned. However, this will not be
considered for any scoring
Total Cost of Ownership in Figures & Words (inclusive of Taxes)
Sr No Details Amount in INR
Applicable
Taxes
1 Project Cost (A)
Includes all cost related to the
implementation of PPM (exclusive of taxes)
1. Application Software License Cost ( Based
on 50 users, 100 Users, 200 Users)
2. Implementation Cost
3. Training Cost (Includes Technical &
Functional training Costs)
4. Any other onetime costs
Sub Total (A) ______________
2 Application Maintenance Cost (B)
1. On-Site support during Warranty period of 3
years post go-live. @
(1) …………x 3
Sub Total (B) ______________
3 Total Cost of Ownership (TCO) (A + B)
Grand Total (TCO + Taxes)
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9.9 Bidders Queries Proforma
Contact Details
Name of Organization
submitting request (Enter
Full Legal Entity name)
:
Full formal address of the
organization
:
Tel :
Fax :
Email :
Name & position of person submitting request
Name :
Position :
Sr
No
RFP Section
Number
RFP Page
Number
RFP Point
Number
Query Description
54
9.10 Technical Bid Form
BIDDER DETAILS
1 The registered name of
the bidding company
2 Business address for
correspondence
Location
Street
Locality
City
Pin Code
Country
Telephone
Facsimile
Other
3 Name of the Bidder’s
Contact Person
4 Contact’s position with
Bidder
5 Contact addresses if
different from above
Location
Street
Locality
City
Pin Code
Country
Telephone
Facsimile
Other
6 Business structure
7 Bid Company’s
registered address
8 Details of company
registration
9 Names of Directors Chairman President/Managing Director
Directors
10
Include a structure chart
reflecting the
organization
Experience in Similar Projects: (Give details about the following with
respect to the methodology followed by you in projects of similar
nature and complexity – a minimum of two projects.
55
11 Project Name:
12 Project Location:
13 Client Name:
14 Client address:
15 Client contact/reference
person(s):
Name
Address – if different from
above
Telephone Facsimile
Mobile Phone
Email address
16 Project started
(month/year):
17 Project elapsed time –
months- vis-à-vis Project
schedule:
18 Man-months effort:
19 Name of senior project
staff:
Project Director
Project Manager
Other
20 Nature of the Project:
21 Role of the company,
whether
complete end-to-end
involvement or for a
particular
module
22 Project Detail (Broad
details)
Hardware installed –
make/model
Operating system
System Software
Application software
Network Topology
Programming languages
Disaster recovery
technology
Middleware
Security features
Support/maintenance
obligations
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23
Details of
experience/knowledge
possessed in the areas of
Project Planning and
management review,
Resource Planning, Role
and Responsibility
definition, Co-ordination
across multiple teams
24
Details of the similar
assignments on hand as on
date (Time projected for
execution of the
assignment and
documentary proofs from
the Clients are to be
furnished)
28
Detailed Project Plan along
with Estimated work plan
and Time Schedules for
providing services for
assignment under this RFP
29
Details of inputs,
infrastructure
requirements required by
the bidder to execute this
assignment.
30
Full details of the bidder’s
proposed
methodology/approach for
providing implementation
services to the Bank with
specific reference to the
scope of work.
31
Details of deliverables,
other than “Deliverables”
specified by the Bank, the
bidder proposes with
specific reference to the
scope of work.
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9.11 Deviation from RFP Statement
(On the letterhead of Bidder)
We certify that except for the following deviations, we agree to abide by all other
clauses, terms, conditions and specifications mentioned in the RFP.
Main RFP
/
Annexure
No.
Clause /
Sub
Clause No.
Deviation Specific Page no. of the
Response
Place:
Date: Signature of Authorized
Signatory with seal
